Lets face it, we train our key people to be able to do what we need them to do.  They do it and they do it very well.  Until the day that they say I am leaving.  Then all hell breaks loose in the business.

Natural disasters around the world are nearly impossible to plan for. So when they occur we panic. People look around and point fingers after wards asking “Why” or “What happened?” or “Could we have prevented this?”  And while loosing a key staff member is not even close to the category of a natural disaster, at the time it can feel like a disaster hit the business.

You simply cannot afford to slow the business or even close for a few days until you find new staff.  You can’t finger point, you don’t have time!  But at least with this disaster, you can have insurance if you get organised now.

So what do you do?  You take out INSURANCE!

I – In every system in your business you need to change ‘I know how do that’ to “We know how to do that!”  While this sounds simple, more often than not only one person in the business knows how to do something, so should that person leave, go on holidays or get sick your business is hamstrung.  Ensure that more than one person can do every task and ensure that a manual is written explaining how to do EVERY task in the business.

Nobody – You often hear this about our sporting superstars, that they think they are bigger than the game!  You may even have some staff that think they are bigger than your business.  While each team member has responsibilities and duties, nobody is bigger than your business.  This is a culture that you need to try and instill.  It is about creating Teams instead of departments!  And having Team Members not staff.  It is always challenging to change a culture or develop a new culture but it is critical to future success that your staff realise everyone has equal importance in the business.

Simple Systems – Take people out of the equation (with respect to them) and create simple systems.  Create systems that are easy to follow – like join the dots!  This is why McDonalds are so successful.  They have systems that don’t rely on people.  And if we use ‘Maccas’ as an example, if their systems can be used by 13 and 14 year olds to help grow their multinational company then we should be able to design systems to drive our businesses.

Update – Business are dynamic organisations that are constantly changing.  You need to always have someone updating your systems manuals.  This is critical in order to maintain your cutting edge in services.  But also so that you don’t let your guard down and have one person who knows everything and others that know nothing.

Reality – It is always going to happen, so don’t live in denial: you will always loose staff.  Accept this fact but plan for it.  Have your systems and training in place so that you don’t have to accept chaos!

Always ask for help – When designing your systems always ask for help!  Have your Team help design the manuals and systems, so they take a pride of ownership.  It will mean all aspects will be completed more quickly, without you and with the end goal in mind of making it easy to follow.  If you try to do it will/could take much longer than involving others.

Neglecting the details – With your systems, don’t neglect the details.  More often these are more important than anything else.  Ensure your system’ manual crosses every ‘t’ and dots every ‘i’ and your business will never skip a beat.  Your manual and the details it goes into will be vital in maintaining smooth operations.

Complacent – If we are trying to keep our Team, never get complacent.  Take the time to acknowledge their efforts and they may stay longer.  But more importantly, don’t get complacent with your systems.  Just because you have done it one way, does not mean there is not other ways – maybe more efficient – to do the tasks.  Encourage your Team to strive to refine and improve your systems.

Evaluation – always evaluate your systems and procedures.  As the owner or Manager one of your many roles is to ensure that you are not held to ransom when someone leaves.  It is your role to evaluate the systems and ensure they are the most efficient and that they are written down.

We hope we never have to use the professional indemnity insurance policy or your public liability.  Nevertheless you can sleep at night knowing your personal assets are protected.  You feel at ease that should something occur, a phone call, an email or a fax can help resolve the situation quickly.

This INSURANCE policy you will have to call on at some stage.  So take the time and spend the money to establish the policy.

Related articles

• Top tips for hiring temporary staff (premierlinedirect.co.uk)
• If disaster strikes, will your critical enterprise apps be ready? (infoworld.com)